Securities Services

4 weeks ago

Mumbai, India JPMorgan Chase & Co. Full time

Key responsibilities

Operational

Shareholder meetings; Preparation of notice and ancillary documentation for annual general meetings (AGMs) and ordinary general meetings (OGMs). Organisation of Extraordinary General Meetings (EGMs) with notaries and co-ordination of documentation with client’s legal advisors and notaries. Meeting attendance, acting as proxy holder, provision of the bureau. Preparation of the minutes of AGMs and OGMs. Proxy receipt and vote counting. Review and preparation of board and committee papers. Preparation of notice and ancillary documentation for annual general meetings (AGM’s) and Ordinary general meetings (OGM’s).  Board and Committee Meetings including preparation of agenda in conjunction with the client. Preparation, collation, review and distribution of board and committee papers. Meeting attendance, preparation of the minutes of the meeting including action list. Provision of board meeting rooms, telephone and video conferencing facilities. Maintenance and update of board and committee meeting calendar. Drafting of ad hoc written resolutions. Financial Reporting Arranging for approval of the Financial Statements by the board across EMEA sites.  Corporate governance including Assisting the board / client to ensure that the company complies with statutory and regulatory requirements, Maintenance of critical dates calendar and Provision of informal technical updates on proposed changes to legislation, regulation and corporate governance. Domiciliation including provision of registered office including mailbox monitoring.  Attendance list preparation for AGMs including proxy form tabulating. Preparation of statutory filings and regulatory filing across EMEA (Luxembourg, Ireland, UK, Jersey and Guernsey).

Vendor Oversight

Responsible for vendor oversight across all Fund Services third party vendors with key responsibilities including:

Tracking all contract renewals across Fund Services, providing oversight and governance of the end-to-end contract negotiation and renewal process, ensuring best practice is adhered to. Act in an advisory capacity for the wider Fund Services management team as it relates to third party vendors and contracts. Ensuring successful completion of the vendor risk review program for Fund Services and support the roll out across wider Securities Services.

Client/Service Delivery

Ensure timely delivery of all client outputs (including those originating from outsource service 

partners)

Adopt flexible approach to ensure client deadlines are met Recommend and/or initiate corrective action when service levels fall short of standard Proactively work to maintain and enhance client relationships Assist with the planning of client meetings and visits Assist with the take on of new business

Control/Risk

Ensure full functional understanding of (and compliance with) operational risk processes & controls Identify and remediate any risk issues in accordance with internal risk policies  Supervise the preparation of procedures & checklists and conduct ongoing review of existing procedures & checklists Reviewing work of other team members for accuracy and control Ensure that databases and document management systems are maintained in accordance with agreed procedures Drive audit planning and co-ordination.

Qualifications

Institute of Company Secretaries of India (ICSI) qualified or part-qualified. Proven work experience as a Company Secretary or similar role. Financial services experience preferable Technical knowledge of some of the below would also be beneficial: UK Companies Act FCA Listing, Prospectus, Disclosure & Transparency Rules  FRC / AIC Codes of Corporate Governance Luxembourg Commercial Law and fund administration Rules and Regulations of the Luxembourg Stock Exchange Technical knowledge of Guernsey and Jersey legislation and regulations would also be advantageous Experience providing company secretarial support to UK listed investment trusts & companies or Luxembourg/Cayman/Delaware domiciled companies including private equity vehicles would be beneficial. Undergraduate law degree) from a recognized university in India will be an added advantage Excellent written and oral communication skills in English. Knowledge and experience of company law, foreign exchange regulations, secretarial standards and governance, and statutory compliances is required. 

Additional information

The individual should be self-motivated, innovative, analytical and be able to work well on their own or within a team environment. The position is based in Mumbai, the company Secretary will report to Luxembourg.  Excellent presentation, interpersonal and communications skills - both written and oral Ability to liaise effectively with peers and clients at various level of seniority Must be pro-active and responsive Must have the ability to work accurately under pressure and to tight deadlines

The candidate will have fluent spoken and written English language skills as well as excellent organisation skills. The candidate will have very strong working knowledge of Microsoft Office, particularly Word, Excel, Adobe, Outlook as well as other software packages such as Diligent and Board Intelligence. The candidate will have excellent presentation, interpersonal and communication skills with an ability to liaise effectively with peers and clients at all levels of seniority.

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